Managing Defined Fields in WebReports

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Article Goal

Learn how to create, edit, and manage Defined Fields in WebReports. Defined Fields allow administrators to provide user-specific values that can be used in VDM reports for filtering, security, and personalized reporting.

What Are Defined Fields?

Defined Fields are administrator-defined values that can be assigned to users and referenced within VDM Views and report filters.

Common uses include:

• Restricting data by department, region, or team
• Automatically filtering report results based on the logged-in user
• Returning user-specific values within report results
• Reducing the need for multiple versions of the same View

For example, a Defined Field called Department can be assigned to each user. When a report runs, the user's assigned department value can automatically filter the data returned.

Tip: Defined Fields provide dynamic filtering without requiring users to enter filter values manually.

Where Do You Manage Defined Fields?

Defined Fields are managed from the Defined Fields page under the Management section of WebReports.

Understanding the Defined Fields Page

The Defined Fields page provides tools for creating and maintaining Defined Fields.

Toolbar Actions

The toolbar includes the following actions:

• Add – Create a new Defined Field
• Edit Selected – Modify the selected Defined Field
• Delete Selected – Remove the selected Defined Field

Defined Fields Grid

The grid displays all configured Defined Fields and includes the following columns:

Administrators can also:

• Sort records by column
• Search within columns
• Filter records
• Select a field for editing or deletion

Tip: Use meaningful names and descriptions so other administrators can easily understand the purpose of each Defined Field.

Create a Defined Field

1. Navigate to Management > Defined Fields
2. Click Add
3. Enter the following information:
   • Name
   • Query Identifier
   • Description (optional)
4. Click Save

Query Identifier Example

The Query Identifier is used when referencing the Defined Field within VDM filters and database functions.

Tip: Use consistent naming conventions to make identifiers easier to maintain.

Edit a Defined Field

1. Select the Defined Field you want to modify
2. Click Edit Selected
3. Update the field information as needed
4. Click Save

Administrators can modify:

• Name
• Query Identifier
• Description

Warning: If a Query Identifier is already referenced in Views or filters, verify those objects continue to function correctly after making changes.

Delete a Defined Field

1. Select the Defined Field you want to remove
2. Click Delete Selected
3. Confirm the deletion when prompted

Warning: Deleting a Defined Field permanently removes it from WebReports and may affect user assignments, report filters, and VDM Views that reference it.

Before deleting a Defined Field, verify that it is no longer being used.

Assigning Defined Fields to Users

Creating a Defined Field only defines the available field. To make it functional, values must be assigned to users.

After creating a Defined Field, assign values through the Users page.

For instructions, see:

Assigning Defined Fields to Users in WebReports

Example

A Defined Field named Department may be assigned the following values:

When users run reports, WebReports automatically applies the assigned value.

Best Practices

• Use descriptive names and descriptions
• Keep Query Identifiers consistent
• Remove obsolete Defined Fields regularly
• Verify View dependencies before editing or deleting fields
• Document the purpose of fields used for security filtering

Article Summary

Defined Fields provide a flexible way to personalize and secure reporting within WebReports. Administrators can create, modify, and remove Defined Fields from a single management screen while assigning user-specific values that automatically drive report behavior. Proper use of Defined Fields reduces report duplication, improves security, and simplifies ongoing administration.

Use Case: An organization assigns each employee a Department Defined Field. When users run reports, only records associated with their department are displayed, providing secure and personalized reporting without maintaining multiple report versions.